32842 development guide for pre-work_ilt_10.41

Presentation Practice Workshop

Rev 10 41Rev. 10.41HP Restricted

Development guide

Presentation Practice Workshop

Rev 10 41Rev. 10.41HP Restricted

Development guide

Use of this material to deliver training without prior written permission from HP is prohibited.

Copyright 2009, 2010 Hewlett-Packard Development Company, L.P.

The information contained herein is subject to change without notice. The only warranties for HP products and services are set forth in the express warranty statements accompanying such products

d h h h ld b d dd l h lland services. Nothing herein should be construed as constituting an additional warranty. HP shall not be liable for technical or editorial errors or omissions contained herein.

This is an HP copyrighted work that may not be reproduced without the written permission of HP. You may not use these materials to deliver training to any person outside of your organization without the written permission of HP.

Printed in the US

Presentations Practice WorkshopDevelopment GuideR 10 41Rev: 10.41

HP Restricted — Contact HP Education for customer training materials.

Rev. 9.11 HP Restricted 1

Presentation Practice Workshop Pre-Work

Development Guide and Self-Assessment

Contents Introduction ..................................................................................................... 2

Presentation preparation and skills .............................................................. 2 Common considerations for all presentations .......................................... 2 Special considerations for face-to-face presentations ............................... 2 Special considerations for virtual presentations ....................................... 3

Getting started .......................................................................................... 3 Planning and preparation ................................................................................. 3

Research and planning .............................................................................. 3 Presentation structure ................................................................................. 9

Presentation opening ........................................................................... 9 Key messages .................................................................................. 10 Closing ........................................................................................... 10

Content outline ........................................................................................ 11 Visuals .................................................................................................... 12 Script ...................................................................................................... 12

Learning by doing .......................................................................................... 13 1. Involve your manager ............................................................................ 13 2. Practice! .............................................................................................. 13 3. Let someone help ................................................................................. 13 4. Record yourself .................................................................................... 14 5. Make a plan ....................................................................................... 14 6. Join a club .......................................................................................... 14 7. Learn from others .................................................................................. 14

Additional resources ....................................................................................... 15 Learning the basics ................................................................................... 15 Additional resources ................................................................................. 15

Appendix A: Presentation skills self assessment ................................................... 16 Planning ................................................................................................. 16 Design .................................................................................................... 17 Delivery .................................................................................................. 17

Appendix B: Guidelines for giving and receiving feedback ..................................18

Virtual Presentations

2 HP Restricted Rev. 9.11

Introduction Use this development guide to develop or improve your skills for preparing and presenting a successful face to face presentation. Consider the types of presentations that you make now or might make in the future. Which of these required skills do you need to develop or improvement? What is the difference between the skills for making face-to-face presentations and virtual presentations?

All presentations require the same degree of preparation and the same set of common skills. However, there are some additional skills that are needed for a face-to-face presentation and a different emphasis on the skills needed for a virtual presentation. This Development Guide focuses on face-to-face presentations.

Presentation preparation and skills Common considerations for all presentations

All effective presentations require:

Adequate planning and preparation

Identification of the target audience’s needs, interests, and expectations

A clearly-defined structure

Clear and concise key messages

Content that creates and maintains audience interest

Presentation materials that look professional, support the content, and are appropriate for the presentation environment

A confident delivery in an appropriate style for the presentation environment

Special considerations for face-to-face presentations Face-to-face presentations require:

A professional appearance

Effective body language and gestures

Purposeful movement

Eye contact

Effective use of appropriate presentation aids in the room, such as whiteboards and flip charts

Recognizing and breaking negative habits, such as dancing feet, standing with your weight on just one leg, praying hands, holding, shaking, playing with an object that you are holding or objects in your pocket

Development Guide


Special considerations for virtual presentations Virtual presentations require:

Presentation materials that are effective in a virtual environment

Excellent voice control

Confidence in presenting in a virtual environment

Getting started As a first step to developing or improving your ability to deliver effective presentations, assess your own skills and experience. Complete the self assessment in the Appendix. Based on your results, decide on a personal action plan.

Planning and preparation Planning and preparation include everything that should to be done before giving a presentation:

Researching your target audience and the content of your presentation

Developing a plan

Creating a presentation structure and defining the key messages

Outlining the content so that it flows logically

Creating the visuals

Developing a script

Practicing

Setting up whiteboards and flip charts

Research and planning Use a template to identify any research that you need to perform and to make sure that you have listed everything you need for planning purposes. Focus on six basic types of questions:

Why? Who? What? Where? When How?

As needed, add to or delete questions from the following lists.



Why?

Questions What I know What I need to find out Why am I giving this presentation (the purpose)?

Why is a presentation the best way to achieve the purpose?

Is this presentation part of a larger initiative? If so, how does it fit in?

Development Guide


Who?

Questions What I know What I need to find out Who will be in the target audience?

What do they already know?

What are their expectations and interests?

What is their attitude likely to be?

Are there any cultural or other special considerations that I need to consider?

What do I want from the audience as a result of the presentation?



What?

Questions What I have What I need to define or find

What are the key messages?

What are the supporting data for the key messages?

What are the convincing elements?

What are the desired outcomes?

What is the call to action for the end of the presentation?

Development Guide


Where?

Questions What has been done What needs to be done Has a decision been made on where the presentation will take place?

Has the room been reserved?

Are you familiar with the contents and layout of the room?

Are the whiteboards and flipcharts sufficient and set up appropriately?

When?

Questions What has been done What needs to be done How much advance notice do I need to give?

How much preparation time will I need?

What day and time are best for the audience?



How?

Questions What has been done What needs to be done How will you deliver the presentation? Is it with a partner or a team?

If this is a team presentation, how will it be coordinated?

How will you prepare the actual delivery?

Development Guide


Presentation structure All presentations have the same structure:

1. An opening

2. A middle — Containing the key messages

3. A closing

Presentation opening The opening is very important. Experts have estimated that at the beginning of a presentation you have less than a minute to gain the audience’s attention and to develop their interest. So, the opening must create an immediate impact. It also must:

Define the purpose of the presentation

Gain the attention of the audience

Set expectations

Establish rapport with the audience

Enable the presenter to begin with confidence

Both you and the audience should have a clear understanding of the purpose of the presentation. Presentations are a form of communication. Some possible purposes for communicating are to:

Provide information

Sell an idea, service, project, or product

Represent your function

Defend a position

Gaining the attention of the target audience depends on who they are. What is appropriate for one type of target audience is not necessarily appropriate for a different audience. The opening should relate to their interests and expectations. If possible, it should indicate a benefit for them. Some presenters use humor, interesting statistics, or unusual information. Some presenters ask an unexpected question of the audience.

Expectations should have been set in advance by sending out an agenda and timing before the meeting. However, you need to establish expectations again at the beginning of the presentation. Use an agenda. As an option, you can also include a statement of purpose or objectives.



It is easier to establish rapport if you have done research on the target audience. If you can demonstrate that you understand their interests, this is a good first step. One suggestion is to present your attention-getting opening first and then go through the introductions. If you decide to do this, you need to explain the sequence up front.

Hint: Never start a presentation by showing a boring chart of your organization. In fact, avoid showing organization charts. If you think it is really necessary to show the organization, have a chart as a back-up slide or in handouts.

Key messages The key message or messages communicate what you want the audience to know or do as a result of the presentation. The key messages should be concise and clear. You should not have more than three messages, and you might have only one. However, you can repeat a message more than once. Repetition can be used to reinforce the message. However, be careful not to use it too much or you could risk boring or annoying the audience.

The middle of the presentation, which contains the key messages, takes the most time to create. You need time to create and refine the key messages. You also need to decide how much explanation and supporting data you should provide. Some supporting data can go in supplementary material that you do not present but can

Where possible, use visual images to present your key messages and supporting data.

Closing Some experts suggest that you create the closing first because it is what the audience is most likely to remember. The closing should be memorable and be closely linked to your purpose and objectives. There are several different types of closings. Select the type that best matches the purpose of your presentation.

Use a brief summary when the purpose of the presentation is to provide information.

Use a call to action when you want the audience to buy what you are selling, make a decision, or take some other action.

Answering questions after a closing dilutes the effect of the closing. Decide when and how you will answer questions before the closing. Alternatively, you can follow a Q&A session with a second very brief closing.

Development Guide


Content outline After you have defined the key messages and gathered the supporting data, you need to create a content outline. The outline is the basis for the logical flow of the presentation. It connects the opening, the middle, and the closing. Make sure that you incorporate transitions between the opening, key messages, and closing. Also, incorporate transitions within the key messages. Transitions can be used in the slides or in the script.

There are many different ways to create an outline. If you already have a number of slides that you want to use in the presentation, you could start by looking at them as a set of slides and reviewing the sequence. However, this can be confusing. A good way to start is by writing down your major headings and subheadings in sequence. You can also map these to the visuals that you will use. The following is a simplified example:

1. Opening

a. Welcome Welcome slide with logo

b. Agenda Brief agenda

c. Presentation purpose Captivating slide

d. Solution overview Graphic of proposed solution

e. Solution benefits summary Slide with summary of benefits

f. Introductions Slide with list of questions

2. Key messages

a. Solution Graphics of proposed solution

b. Benefits Benefits summary

c. Key message: solution benefit First key benefit

1) Data supporting benefit Current problem (graph)

2) Data supporting benefit Solution improvement (graph)

d. Key message: solution benefit Second key benefit

3) Data supporting benefit Features / benefits

3. Closing

a. Next steps Call to action

b. A look into the future Slide showing future state



Visuals A face-to-face presentation is enhanced with professional-looking slides.

Use the current HP template or the client’s template/logo if you are making a presentation to a client.

Use PowerPoint slides, photographs, and other visual images from the HP Image and Video Library.

HP Image and Video Library: http://h30067.www3.hp.com/CRLLogin/tabid/63/Default.aspx?returnurl=%2fDefault.aspx

This library has an extensive selection of images that are useful for all sorts of presentations. Verify the copyright of these images before using them.

Use meaningful graphics.

Use photographs for illustration.

Refer to the HP Brand Guidelines and Templates website for templates and samples.

Brand Guidelines and Templates: http://intranet.hp.com/marketing/brandmarketing/bmc/guidelines/Pages/index.aspx

Limit the number of lines and words on each slide.

Use bulleted points instead of lengthy sentences.

Use a standard HP font (Futura Bk) and make sure that it can be read easily on a computer screen.

Script Do not read what is on the slides. These are the key points. What you say needs to explain and elaborate on the slide content. Write out a script in a format that is easiest for you. Some suggestions are:

Create a script in the Notes section below each slide. Print it and read from it as you present. You can also use this as a starting point for the following methods.

Print the slides as handouts with three slides on each page. Make notes next to each slide for the key points that you want to make.

Make notes on a stack of numbered cards that you can turn over as you go through the presentation.

Go through the slides and record your script as you go. Play it back and learn it by heart.

Development Guide


Learning by doing HP offers you an environment with many developmental opportunities. Here are some suggestions for learning by doing. Choose the ones that will work best for you.

1. Involve your manager Draw up a development plan with your manager that includes presentation skills. Identify the goals, timelines, and actions you plan to take. This will ensure that your development time is recognized by HP. Ask your manager to coach and support you through the process by including a discussion of your activities during your one-on-one meetings.

You might also want to ask your manager to give you feedback when he/she observes you presenting. Ask beforehand so that your manager is prepared, and provide him/her one of the feedback documents in the appendix.

2. Practice! The best way to learn and improve presentation skills is to practice them. Because many people experience some anxiety when presenting, practicing is an excellent method to learn how to control your anxiety.

Look for opportunities to give presentations.

Apply what you have learned from this document and from other resources.

Rehearse your presentation as many times as possible beforehand, in particular the opening and closing.

After you have given a presentation, think about what went well and what could have been better. Use the. “Presentation skills self feedback checklist” in the appendix.

3. Let someone help Presentation success is measured by the impression you make on others. Ask a colleague or team member, or a member of the audience to give you feedback on the strongest and weakest aspects of your delivery.

Detailed feedback is very effective for helping you to focus on specific areas that need improvement. Ask a colleague to use a worksheet from the appendix to structure their feedback.



4. Record yourself Recording yourself on a tape recorder or on video is a valuable technique for self development. You can either record yourself “live” while giving the presentation, or record yourself in private during a rehearsal. By listening to or watching yourself, you can hear and see areas for improvement. If you record yourself on several occasions over time, you can see how much progress you have made.

5. Make a plan Establish some goals for becoming a successful presenter. Create a personal roadmap and make a personal commitment to present within a time period. A good question to ask yourself at the beginning is, “When will I have my next chance to practice these skills?”

6. Join a club If you do not have an opportunity to practice within HP, consider joining an organization or club where you can practice. One of the best-known organizations is Toastmasters. In addition, some HP sites have in-house clubs or specific groups that are working on presentation skills. If not, you can always begin the process of establishing one at your HP site. Do some research and look for other opportunities where you can fine-tune your presenting expertise by providing valuable services in your community, such as a local service groups, community centers, charitable organizations, churches, temples, schools, and so on.

7. Learn from others Observing and learning from others is one of the best ways to acquire new skills. Pay attention to the details of presentations and take notes. Look for presenters you admire and start learning from them. Watch live and recorded presentations by HP leaders and other external presenters.

Development Guide


Additional resources Learning the basics

An e-learning course that provides a good basis for planning, preparing, and delivering a presentation is:

Course ID 00053997 — Presentation Skills

The Giving Successful Presentations series consists of three separate Web Based Training courses that address different stages of the presentation planning and delivery process:

Course ID 00184402 Giving Successful Presentations: Presenting Successfully

Course ID 00184412 Giving Successful Presentations: Available Presentation Resources

Course ID 00184411 Giving Successful Presentations: Delivering the Message

All the e-learning solutions listed above provide additional resources in the form of Job Aids and recommended articles and books.

Additional resources Toastmasters is a worldwide organization dedicated to practicing and improving presentations skills.

Toastmasters website: http://www.toastmasters.org

Country Navigator is a web-based tool that provides valuable insights on how to interact successfully with people from different cultures. It includes current country- specific knowledge and networking tools. HP has a global license for Country Navigator. You need to register and will receive your password at your HP email address. For presentations, look under the headings “Working with...” and then “Making a good impression” at:

Country Navigator web-based tool: http://www.countrynavigator.com/default_hp.cfm

The HP Image and Video Library (IVL) is HP's centralized database of all brand-approved visual assets. Available to all HP employees, contractors, and approved agencies (working at the request of HP), it provides end-users access to the most current images, videos, animations, icons, and illustrations on a global level. Product images supporting HP and its subbrands are also available to HP partners.

INTRANET http://intranet.hp.com/marketing/brandmarketing/IVL/Pages/index.aspx



Appendix A: Presentation skills self assessment This questionnaire helps you assess your current ability in planning, designing, and delivering a presentation. Please review the questions and give yourself a score from 1 to 10 for each question.

1 = ”I have never thought about this,” or “I need a great deal of improvement in this area.”

10 = “I am outstanding in this area,” or “In this area all my feedback is very good.”

Please bring this completed evaluation with you when you attend the Presentation Practice Workshop. It will help you to focus your efforts and also to monitor the progress you make.

Planning 1. Do you always know the purpose of your presentation? _________

2. Do you take time to identify all the members of your target audience? ______

3. Do you familiarize yourself with their background? ______

4. Do you understand their expectations of the presentation? ________

5. Do you plan your presentation based on what the audience is interested in hearing? ______

6. Do you consider what they already know? ______

7. Do you consider how much time they will have available to listen to you? ______

8. Do you consider the time of day and any impacts to audience reaction? _______

9. Are you familiar with the logistics and supplies of the meeting room? _________

10. Do you always provide the audience with an agenda in advance? _______

My score for how I currently plan my presentations: _______________

Within this section I most want to improve my ability to: ________________________

_________________________________________________________________________

Development Guide


Design 1. Are you clear about the key messages you want to communicate? ______

2. Do you know where to access appropriate material? ______

3. Do you provide back up material/evidence to support your main points? ______

4. Do you make your presentation clear, concise, and compelling? ______

5. Do you know what you want your audience to think, feel, believe, and remember? ______

6. Do you ensure that your presentation will fit comfortably into the time available? ______

7. Do you structure your presentation in a way that has a clear thread (logical, historical, thoughts to conclusions, etc.)? ______

8. Do you make sure you use the opening to gain the audience’s attention?

9. Do you make sure to use the closing to achieve the purpose of the presentation? ______

10. Do practice the entire presentation before a live event? ______

My self score for how I currently design my presentations:_______________________

Within this section I most want to improve my ability to: ________________________

_________________________________________________________________________

Delivery 1. Do you have strategies for dealing with nervousness? ______

2. Are you aware of your voice projection, enunciation, modulation, speed, etc.? ______

3. Are you aware of any distracting mannerisms you may have? ______

4. Do you take steps to eliminate them or to minimize their impact? ______

5. Do you have a range of strategies for dealing with audience questions? ______

6. Do you have strategies for dealing with difficult participants ______

7. Do you select the appropriate range of visual aids to get your message across? ______

8. Do you regularly ask a colleague/your manager/a coach for feedback? ______

My self-score for how I currently deliver my presentations: ______________

Within this section, I most want to improve my ability to: ________________________

_________________________________________________________________________



Appendix B: Guidelines for giving and receiving feedback

Use these guidelines when you ask your manager or a colleague to give you feedback after a presentation you have given.

Remember

As the giver of feedback: As the receiver of feedback:

Use the format below as a structure. Keep it simple and clear. Give specifics;

remember the reason for the feedback is to help the other person improve.

Do not enter into a discussion.

Feedback is a gift to help you. Listen carefully. Accept praise. Withhold response; there’s no need to

agree or disagree. Thank the giver. They have taken a risk.

Feedback format

Presenter gives feedback on self:

Three things I did well (be specific).

One area I would like to improve on next time.

Observer gives feedback:

Two or three specific areas where you did well.

A suggestion for improvement for you to consider next time.

When observing, consider the following:

First impression (first 2 minutes):

Grounded and stable stance before starting?

Strong introduction?

Established rapport with the audience?

Good voice projection without nervousness?

Opening

Was the opening captivating?

Were the purpose and agenda given?

Was the benefit for the audience made clear?

Development Guide


Key messages

Were the key messages clear?

Were the main points delivered in a persuasive, memorable manner?

Was the audience benefit referred to?

Closing

Was there a clear call to action?

Was there a summary of the main points?

Voice control

Distracting mannerisms?

Overall, speaking had an appropriate pace?

Voice varied in tone and rhythm to maintain interest?

Audience engagement

High energy and passion for the topic?

Good audience handling?

Did speaker check audience understanding? Involve audience appropriately?

32842 development guide for pre-work_ilt_10.41

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